Business Intelligence Advisory Committee S eptember 11, 2018 - PowerPoint PPT Presentation

Business Intelligence Advisory Committee S eptember 11, 2018

Agenda • Introductions –Andrea Pluckebaum • FI & HCM Update –Tonya Y oder & S usie Geswein • Data Governance - Official S eal, Graduate S chool Reporting, & Data Cookbook – S arah Bauer • Professional Development S ubcommittee Update – David Robledo • S trategic Priorities Update –Aaron Walz 2 Common View – Deep Understanding – Better Decisions purdue.edu/BICC

TRANSFORM PURDUE Repor ting Tonya Yoder & Susie Geswein

TRANSFORM PURDUE FI (Fi nance) 4

WHATS HAPPE NE D? Repor t Wri ti ng  All Essential Month End & Go-Live complete  Showcases held August 14th and 17 th  Metadata fields and reports updated in BI, Data Cookbook entry is progressing  GM is reporting 100% complete for all reports  Non GM the below are the stats by # and % Not including GM As of 9/5/16 by Count Overall Not Started In Development In Validation Complete Eliminated Total Go-Live 0 7 3 12 10 32 Month End 1 6 4 26 13 50 Quarter End 2 12 1 3 8 26 Mid Year End 3 8 0 2 2 15 Year End 4 2 0 0 0 6 Total 10 35 8 43 33 129 As of 9/5/16 by % Overall Not Started In Development In Validation Complete* Eliminated Total Go-Live 0.0% 21.9% 9.4% 37.5% 31.3% 100.0% Month End 2.0% 12.0% 8.0% 52.0% 26.0% 100.0% Quarter End 7.7% 46.2% 3.8% 11.5% 30.8% 100.0% Mid Year End 20.0% 53.3% 0.0% 13.3% 13.3% 100.0% Year End 66.7% 33.3% 0.0% 0.0% 0.0% 100.0% Total 7.8% 27.1% 6.2% 33.3% 25.6% 100.0% 5

UPDATE D STANDARD RE PORTS Rel eased i n Jul y/ August 2018  Animal Transactions for Grants and  Statement of Financial Activity Sponsored Programs  Transaction Listing (including Scheduled  Grant Attribute Type Active Report view)  Questionable Transaction Report  Parked Documents  Sponsored Program Reporting Units:  Account Balance Listing Academic & DP  Statement of Payroll Charges  Awarded Proposals and Submitted Proposals  Master Data Report  Grants on NTP  Concur Reports  Grants Overdrafts  Recurring and Non-Recurring Transfers  Expired/Expiring Accounts with Any Balance  Commitment Item Hierarchy  Overdraft  Open PO/Commitment Report  Cost Distribution Verification with Account  Cost Share Report Balance 6

UPDATE D STANDARD RE PORTS Comi ng Soon  Account Balance Listing – Scheduled View  Spend by Vendor  Asset Summary  Financial Portfolio (Balance Sheet, Income Statement, Reconciliation Balance to Cash) 7

MAJOR CHANGE S TO FINACE DATA  The following stars will not be populated after August 29, 2018: ‒ Financial Balances Star ‒ Controlling Star  Three new balance stars have been created, eliminating the need for the Source field: ‒ Financial Accounting Balances Star ( Note: The field MTD General Ledger Account Balance in the Financial Account Balances Fact table now contains period 0 FI carryforward amounts; be careful to not duplicate carryforward amounts by including both this field and the Carry Forward Balance field) ‒ Funds Management Balances Star ‒ Grants Management Balances Star 8

MAJOR CHANGE S TO FINACE DATA  The following folders within dimension were created/updated: ‒ Cost Center Hierarchy has been created • Created new sub folder Archive-CC Hierarchy for the old hierarchy (Major Area, Department, etc.) ‒ Grouping folder includes fields for grouping the dimension (e.g., Category 1, Funded Program Type), excluding the Cost Center Hierarchy  Data Field Crosswalk displays modified data fields ‒ Also posted on Resource page within Cognos 9

WHATS NE XT  Continued Reporting Writing  Faculty Allocations Dashboard – new dataset  Department Head Dashboard – new dataset  Seemless/Mendix datasets  And HCM . . . 10

TRANSFORM PURDUE HCM (Human Capi tal Management) 11

TIME LINE Testi ng • Project Testing ‒ Sit 5 Testing – 8/2018 to 9/2018 ‒ UAT Testing – Begins 10/1/2018 • Goal is to have all Go Live reports complete (non BI) ‒ Go Live – 1/1/2019 • Report Testing • BI Validation – 9/2018 to 10/2018 • SuccessFactors – ongoing • ECP - ongoing 12

RE PORTS Go Li ve  Focus on Operational & Internal Control reports ‒ Statement of Payroll Charges – Includes Export Version ‒ Salary Listing ‒ Faculty Contract ‒ Cost Distribution Verification with Account Balance ‒ Expired Expiring I9 ‒ GM Aims  One Executive Report ‒ FTE & Headcount by Job Family 13

RE PORTS IPEDS  Mid Year – 6/2019  Current report will work through 1/2019 14

TOOLS Three Tool s  SuccessFactors  ECP – Query Manager 4  Boiler Insight  Decision on what tool to use based on data availability, user, and need for live data 15

MAJOR CHANGE S TO HCM DATA  In process of assessing the following stars ‒ Employee Quotas Star – continue to populate? ‒ Employee Leaves Star – continue to populate? ‒ Time Star – new star 16

WHO DO I CONTACT? Data or Repor ti ng Tool Questi ons / Issues Data Questions/Issues: Data-related questions/issues should first be directed to your supervisor. If needed, send via email to itap@purdue.edu. Note: In order for the ticket to be properly assigned, please enter the following as the first sentence of the email: ASSIGNEES=TREAS_REPORTING Reporting Tool Questions/Issues: Send reporting tool (e.g., Cognos) questions/issues to BICC@purdue.edu. 17

WHO DO I CONTACT? Requesting Enhancements Step 1: Access the Report Requests SharePoint site Step 2: Click All Report Request to see if the request has already been submitted by another employee ( Note: Filter on Report Name to narrow down the list of requests) Step 3: Click Submit a Request to submit a new enhancement request Step 4: In the Request Type field, select Change/Enhancement to Existing Standard Report Step 5: Complete the form and click Submit 18

19

Data Governance Update Office of Institutional Research, Assessment & Effectiveness BI-Advisory S eptember 2018

We are a data community We ALL do ‘data governance’ o Official S eal o Graduate S tudent Reporting o Data Cookbook http://www.purdue.edu/oirae/DataGovernance.html

Official Seal - Data Certification

Official Seal o Task Force o Data will be vetted, reproducible, clearly defined o Definitions and reports/ dashboards documented in Data Cookbook o Reports have been identified by upper executives (approx. 40) Admissions, S t udent , Finance, Capit al, HR, Research o o Process and Education subcommittees o First reports: o Enrollment o Retention and Graduation Rates o Admissions o Degrees Awarded o First Finance report expected mid-October o S tatement of Financial Activity

Official Seal Task Force Members • Chair, Diane Beaudoin – OIRAE • S arah Bauer - OIRAE • Richard Frisbie - Education • S teve Lipps – Enrollment Management • Kevin Maurer – S tudent Life • Jamie Mohler – Graduate S chool • David Robledo – Engineering • Kathy Thomason - Comptroller • Tonya Y oder – Financial Planning & Analysis • S tephanie Willis – Research

Graduate Student Reporting Data Governance Project Goals Accurate, trusted graduate student data o Data well-defined and understood o Identify pain points, implement solutions o In Progress o Data Cookbook definitions and specs, graduate student nuances o S tandard Reports, graduate student fields added o EDW graduate fields added Assessment Phase – 15 topics o Pain Point interviews this summer 8 sessions o 65 at t endees o All colleges represent ed as well as cent ral offices o 40-page summary o

Graduate Student Reporting - Summer Interview Topics • S tandard Reports via Cognos • Available Data Definitions • Timing of Data Freezes • Identifying Interdisciplinary Grad Program S tudents • Distance Education • Banner Classification Field • Teacher Education • CIP Code Review • Grad S chool Database Data • Grad S chool 5-Y ear Review • Identifying Fellowships • Curriculum Changes Tracking • Grad Recruitment Data in S late • Blending of S tudent/ HR/ FI Data • College/ Departmental databases Next Steps Continue adding Grad S tudent info - Data Cookbook - S tandard reports Roadmap Creation 27

Graduate Student Reporting Data Governance Executive S ponsors Linda Mason o Diane Beaudoin o Jamie Mohler o Graduate S chool Don Brier o Jeff Bridgham o Karis Waibel o OIRAE S arah Bauer o Ot t lie Webb o College Data Managers Abby S nodgrass, Agricult ure o Andrea Pluckebaum, Krannert o